Staff Assistant to the Utilities Department Vacancy Announcement

Vacancy Announcement

Job Title

Staff Assistant to the Utilities Department

Job Description

General clerical and secretarial position in the Utilities department.


The hourly range is $15.75 to $25.20. It is a non-exempt position.


The Town provides 100% paid employee health insurance, dental insurance, long-term disability, life, and accidental death insurance. The Town also provides 50% paid dependent health insurance, a 401a retirement plan that is fully vested after three years, paid time off, and paid holidays. Employees have the option of purchasing additional life insurance, short-term disability insurance, accident insurance, critical illness insurance, and vision insurance at reduced rates.

Closing Date

This position will remain open until filled.

Essential Duties and Responsibilities

1. Processes request for specified utilities information and coordinates the related office work to fulfil the request.

2. Functions as the Utilities department receptionist. Responsible for coordinating appointment calendars and schedules appointments. Receives and screens calls, takes accurate messages, and refers callers to other employees as needed. Takes notes and minutes of conferences, meeting and functions as required.

3. Skilled typing utilizing PC-based MS Office Suite software in the creation of letters, forms, reports, spreadsheets, schedules, manuals, booklets, requisitions, purchase orders and related paperwork. Retrieves data from software or file cabinets for reports.

4. Corresponds and coordinates with various regulatory agencies, State and Local Governmental agencies such as FDEP, EPA, St. John River Water Management District, and Health Departments. Coordinates the Town’s Water Conservation Program, FDEP Cross Connection Control Program, and NPDES Stormwater permit compliance.

5. Performs research and retrieval of records. Conducts statistical comparisons of information. Assists in the preparation and maintenance of department records. Maintains office supplies.

6. Receives customer concerns via email or telephone and generates work orders.

7. Assists in budget preparation and fund balance monitoring. Generates, coordinates, and tracks Utility Availability Reports and Quotes for new service requests.

8. Skilled in professional record keeping and filing.

9. Performs all other related duties as assigned by the Utilities supervisor and in coordination with the Administrative Assistant to the Public Works Director.

Minimum Qualifications

1. Knowledge of business English, spelling and punctuation, in order to repare documents and compose letters, etc.

2. Knowledge of professional office practices and procedures.

3. Knowledge of basic mathematics.

4. Ability to establish and maitain effective working relationship with employees and the public.

5. Ability to skillfully access, input, and retrieve information from a computer. Proficient in MS Office Suite software.

6. Ability to communicate professionally to the public and staff.

7. Skilled in the operation of a PC, keyboard, fax machine, copy machine, and typewriter.

8. Knowledge of the Florida Public Records Laws and ability to correctly coordinator a Public Records Request.

Education and Experience

1. High School Diploma or possession of an acceptable equivalency degree.

2. Two years’ work experience involving secretarial/clerical duties including the operation of a personal computer, keyboard, mouse, or similar data entry equipment.

A comparable amount of training, education or experience may be substituted for the above minimum qualification

Licenses, Certifications or Registrations

1. Valid Florida Driver’s License.

2. Possession of or ability to obtain Notary Public Certification within timeframe set by the supervisor.

Essential Physical Skills

1. Ability to type accurately at least 40 words per minute.

2. Ability to access, input and retrieve information from a computer.

3. Ability to access filing cabinets for filing and retrieval of documents.

4. Ability to view a stationary display screen for extended periods of time.

5. Ability to professionally and effectively communicate via email, orally and telephonically.

Environmental Conditions

Works inside an office environment

Reasonable accommodations will be made for qualified individual with a disability


All positions are regular full time unless stated otherwise. Employment applications for vacant positions may be submitted at Town Hall or by email. Each application must include the position title, and each position requires a separate application.

All submitted materials are subject to public disclosure by the Florida Public Records Act. The Town is an equal opportunity employer and a drug-free workplace.


Human Resources
409 Fennell Blvd.
Lady Lake, FL. 32159

352-751-0230 (Fax)
[email protected]


Monday - Thursday
7:30 a.m. - 6:00 p.m.

Announcement and Application